A Checklist for Clear Writing

In my last article, I talked about how clear writing helps effective communication. Today, I want to share something useful: a simple checklist to help you write clearly. The checklist comes with examples to make things easier to understand.

1. Adopt a clear writing style

In your journey to write clearly, focus on being brief. Cut out on words and use simpler ones. Replace "in the event that" or "whether" with "if". Use active voice with verbs, like "I recommend" instead of passive sentences. Instead of saying "the decision was made by the committee" say "the committee decided." Say "the author wrote the book" rather than "the book was written by the author".

Ensure that your sentences are clear and precise enough. Instead of saying "the report may be subject to revision in the event of additional data" say "we may revise the report if we get more data". Remember to use always "to" instead of "in order to" and to change "in order to achieve success" with "to succeed".

For more clarity, instead of saying "it is important to note that" simply state "note that". Strive for clarity by transforming "in the event of an emergency, please evacuate the building" to "if there is an emergency, leave the building".

Replace "we need to ensure that we are prepared for any eventualities" with "we need to be prepared for anything" and "there is a key requirement for us to conduct an investigation" with "we need to investigate". Also, please substitute "it is my belief that we should reconsider our options" with "I believe we should reconsider our options" and "it is essential that we take into consideration the impact on the environment" with "we must consider the environmental impact".

Replace "it is necessary for us to make a decision quickly" with "we need to decide quickly" and "it is important for us to address the issue" with "we must address the issue". Change "it is recommended that we implement new safety measures" with "we should implement new safety measures" and "it is advisable for us to take precautions" with "we should take precautions." Replace "it is vital that we communicate effectively" with "we must communicate effectively" and "it is imperative that we finalise the details" with "we need to finalise the details".

2. Identify key paragraphs

Acknowledge the role of clear paragraph structure in effective communication. Contrast a poorly structured passage with well-organised examples where ideas unfold easily. Effective paragraps not only help clarity but also captivate readers. For consistency, instead of saying "the communication strategy involves doing campaigns, be present on social media, and engaging with influencers" say "the communication strategy involves campaigns using social media and influencers".

Use transitional phrases to connect ideas between paragraphs in a smooth way. Guide readers from one concept to the next one by saying "moving from market trends, let us delve deeper into consumer behavior". Vary sentence lengths strategically to prevent monotony and maintain readers' engagement. Strive to replace words like "moreover", "furthermore", "additionally" often used for a more sophisticated transition with "also", or avoid using these terms all together.

3. Spot key sentences

Identify key sentences to convey the main idea of each paragraph. Use rhetorical questions strategically to engage readers and stress key points. Instead of using a statement like "the importance of sustainability should not be overlooked" pose a rhetorical question "can we afford to ignore sustainability?". Conclude key sections with a call to action. Replace "in conclusion" or "to conclude" with a more engaging transition or, if not, at least say "to sum up" or "in essence."

4. Eliminate filler words

Streamline your message by saying goodbye to cumbersome phrases. Consider the following alternatives for more effective communication: "on the grounds that" becomes "because", "at this point in time" transforms to "now", and "in the near future" simplifies to "soon". Removing filler words raises the impact of your writing. Replace "due to the fact that" with the direct "because" to ensure a more straightforward communication. Consider substituting "with regard to" with "regarding" and "in view of" with "considering" for brevity and clarity. Avoid at all costs expressions like "in terms of" or "in the framework of" and use "on" instead.

5. Use verbs instead of nouns

Unlock the power of verbs by transforming verbs followed by nouns into action-oriented verbs. Instead of "take a decision" opt for the more concise "decide". Rather than relying on passive forms, use active forms to encourage readers to respond to or support something. Use direct and dynamic language to express ideas effectively. Shift from "the team reached an agreement" to the powerful "the team agreed" emphasising the active nature of decision making. Choose verbs carefully for precise meaning and consider their impact on the reader.

Replace "she had an effect on the decision" with "she influenced the decision." Instead of saying "the participants came to a conclusion" use "the participants concluded". Transform "make an assessment" into "assess", and change "give consideration to" for "consider". Choose "propose a solution" instead of "come up with a solution". Change "conduct an analysis" with "analyse", "perform research" with "research" and "offer a recommendation" with "recommend". Replace "a decision was made by the committee" with "the committee decided".

6. Avoid redundancy to streamline your message

Remove redundant words or phrases, transforming wordy statements into concise expressions. Rephrase "this presentation time will be limited to a maximum of 10 minutes" to "this presentation will be limited to 10 minutes". Eliminate unnecessary details that do not contribute to the main message. For instance, trim the statement "more detailed information is needed to conclude on this matter" to "more information is needed to conclude." Refine statements like "the reason for the decision is due to the fact that" to the "the decision is because". Redundancy leads to sentences like "Each and every person should attend the meeting." which can be streamlined to "Everyone should attend."

7. Use simple words to communicate efficiently

Efficient communication relies on simple alternatives to make the text accessible. This involves substituting terms like "approximately" with "about", "demonstrate" with "show", "endeavor" with "try", "initiate" with "start", "modification" with "change", and "utilise" with "use". Use "end" or "finish" instead of "terminate" and "gather" instead of "collect" to simplify language. Substitute "accomplish" with "achieve" and "provide information" or "let you know" with "inform".

Use "examine" for "look closer into," and "connect" for "establish a connection". Use "begin" as a substitute for "initiate", "understand" for "comprehend", and "discuss" for "have a discussion". Use "help" for "assist," and "resolve" for "find a solution". Expanding this repertoire, use "obtain" instead of "acquire" "ensure" instead of "make sure", "assemble" instead of "gather together", "prioritise" instead of "put first", "brief" instead of "give instructions" and "analyse" instead of "conduct an analysis". The list is extensive, and we could continue indefinitely.

8. Identify false friends and language nuances

Spot potential impostors in sentences and rectify them for accuracy and clarity. Pay attention to language nuances to select the appropriate word. When stating "the procedure is currently under review" specify the nature of the review to avoid misinterpretation, such as "the procedure is undergoing a thorough review" Similarly, refine vague sentences like "The project is presently under consideration." to "The project is being considered for implementation."

Diversify examples to enhance understanding and precision. Instead of a vague statement like "the policy is under review," clarify by stating "the new policy is currently undergoing legal scrutiny for potential amendments". Be mindful of nuanced language choices, such as using "resign" instead of "quit" in more formal contexts, and "compromise" instead of "settle" to denote finding a mutually acceptable solution. These refinements ensure accurate communication.

Mastering clear writing is not just a skill to gain but a journey. By adhering to the ideas defined in this article, you will not only enhance your communication but also have more impact on your audience. Embrace the challenge, commit to constant improvement, and strive for clarity and impact in every word you write.